Governance Support
VHAPM Part 813.106-1/2 SAP: Soliciting Competition & Evaluation of Quotations/Offers Page 1 of 4
Original Date: 10/12/17
Revision 01 Date: 01/08/18
COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS
General Information
Government Support
Document Type:
Combined Solicitation/Synopsis
Solicitation Number:
36C77619Q0108
Posted Date:
07/09/2019
Response Date:
07/22/2019
Product or Service Code:
B506
Set Aside (SDVOSB/VOSB):
SDVOSB Set Aside
NAICS Code:
541611
Contracting Office Address
Program Contracting Activity Central
6150 Oaktree Blvd, Suite 300
Independence OH 44131
DESCRIPTION
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This combined synopsis/solicitation is set-aside exclusively for SDVOSB concerns.
This solicitation is a request for proposals (RFP) in accordance with FAR part 13.106. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-02 effective May 6, 2019.
The associated North American Industrial Classification System (NAICS) code for this procurement is 541611, with a small business size standard of $15 million.
The Department of Veterans Affairs (VA) Veterans Health Administration (VHA) is issuing this combined synopsis for the provision of services to provide oversight and analysis of the Department of Veterans Affairs (VA) Information Technology (IT) programs and the VA efforts to provide IT services and products to VHA. OHI represents VHA as the business owner who is the customer of VA IT program products and services.
All interested companies shall provide quotations for the following as well as all other price submittal instructions listed in solicitation:
SERVICES
Please see attached Performance Work Statement (PWS).
The period of performance (PoP) shall be twelve (12) months, with three (3) twelve (12) month option periods.
PLACE OF PERFORMANCE
Tasks under this PWS shall be performed at Government site.
Department of Veterans Affairs
VA Central Office (VACO)
810 Vermont Ave, NW
Washington, DC 20420
COMPARATIVE EVALUATION/BASIS FOR AWARD
A comparative evaluation will be performed in accordance with FAR 13.106-2(b)(3). Evaluation factors/subfactors are not required.
The Government will select the quote that represents the best benefit to the Government at a price that can be determined reasonable. The Government will evaluate technical capabilities, past performance and price.
Following receipt of quotes, the Government will perform an evaluation using a comparative evaluation of the services quoted. The Government will compare quotes to one another to select the service that best benefits the Government by fulfilling the requirement. The evaluation of Government requirements outlined in the request for quote will determine suitability.
Contractors may submit more than one quote; however, contractors are strongly encouraged to submit their best technical solutions and prices in response to this request for quote.
Once the Government determines there is/are a contractor(s) that can provide a service that meet(s) the requirements of this request for quote, the Government requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited services to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement.
The Government reserves the right to select a response that provides benefit to the Government that exceeds the minimum. The Government is not required to select a response that exceeds the minimum. Responses may exceed requirements. Each response must at a minimum meet the solicitation requirement statement.
To receive an award the offeror must be registered/active with no exclusions in System for Award Management (SAM) database which can be accessed at https://www.sam.gov/portal/public/SAM at submission of quote. SAM will be checked to verify the quoter s status before evaluations are conducted.
QUOTE SUBMISSION
QUOTING CONTRACTORS PREPARATION COSTS: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The RFQ does not commit the Government to pay any costs for the preparation and submission of an offer in response to this RFQ.
Communications regarding this RFQ: There will be a question and answer period to allow communications and questions concerning the RFQ. The due date for all communications and questions pertaining to this RFQ is Friday, July 12th, 2019 at 4:00 PM EST. All communications or questions shall be submitted electronically via email to the following individuals:
Robert Blasko at Robert.Blasko@va.gov
Adeitra Jimmison at Adeitra.Jimmison@va.gov
Nicholas Sparks at Nicholas.Sparks@va.gov
As soon as an Offeror is aware of any problems or ambiguities in interpreting the specifications, terms or conditions, instructions or evaluation criteria of this solicitation, the Contracting Specialist shall be immediately notified. When submitting questions and comments, please refer to the specific text of the RFQ in the following format:
Subject: RFQ No. 36C77619Q0108
Pertinent questions will be answered in the form of an amendment and provided to all Offerors. It is the responsibility of the Offeror to locate the amendment.
DUE DATE AND SUBMISSION INSTRUCTIONS FOR RFQ: Contractors must complete and return all information prior to the time specified to be considered for award. Quotes, including amendments, received at the issuing office after the closing date and time specified on the cover page of this solicitation will be considered late submissions and handled accordingly. An Offeror s quote shall be submitted electronically via email to the following individuals:
Robert Blasko at Robert.Blasko@va.gov
Adeitra Jimmison at Adeitra.Jimmison@va.gov
Nicholas Sparks at Nicholas.Sparks@va.gov
WARNING: Please do not wait until the last minute to submit your quotes! Late quotes will not be accepted for evaluation. To avoid submission of late quotes, we recommend the transmission of your quote file 24 hours prior to the required quote due date and time. Please be advised that timeliness is determined by the date and time an Offeror s quote is received by the Government not when an Offeror attempted transmission. Offerors are encouraged to review and ensure that sufficient bandwidth is available on their end of the transmission.
CONTRACTORS PREPARATION COSTS: The Contracting Officer is the only individual legally authorized to commit the Government to the expenditure of public funds in connection with this procurement. The RFQ does not commit the Government to pay any costs for the preparation and submission of a quote in response to this RFQ.
QUOTE FILE. Offeror s responses shall be submitted in accordance with the following instructions:
Format. The submission shall be clearly indexed and logically assembled. Each section shall be clearly identified and shall begin at the top of a page. All pages shall be appropriately numbered and identified by the complete company name, date and solicitation number in the header and/or footer. Quote page limitations are applicable to this procurement. The maximum page count for the Offeror s quote shall be 20 pages*. All files will be submitted as either a Microsoft Excel (.XLS) file or an Acrobat (PDF) file or compatible as indicated in the table. Page size shall be no greater than 8 1/2" x 11" with printing on one side, only. The top, bottom, left and right margins shall be a minimum of one inch (1 ) each. Font size shall be no smaller than 12-point. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Tables and illustrations may use a reduced font size not less than 8-point and may be landscape. Line spacing shall be set at no less than single space. Each paragraph shall be separated by at least one blank line. Page numbers, company logos, and headers and footers may be within the page margins ONLY and are not bound by the 12-point font requirement. Footnotes to text shall not be used. All proprietary information shall be clearly and properly marked. If the Offeror submits annexes, documentation, attachments or the like, not specifically required by this solicitation, such will count against the Offeror s page limitations unless otherwise indicated. Pages in violation of these instructions, either by exceeding the margin, font or spacing restrictions or by exceeding the total page limit will not be evaluated. Pages not evaluated due to violation of the margin, font or spacing restrictions will not count against the page limitations. The page count will be determined by counting the pages in the order they come up in the print layout view. The use of hyperlinks in quotes is prohibited.
File Packaging. All of the quote files may be compressed (zipped) into one file entitled quote.zip using WinZip version 6.2 or later version or the quote files may be submitted individually.
Content Requirements. All information shall be confined to the appropriate file. The Offeror shall confine submissions to essential matters, sufficient to define the quote and provide an adequate basis for evaluation. Offerors are responsible for including sufficient details, in a concise manner, to permit a complete and accurate evaluation of each quote.
*Use when using page limitations: A Cover Page, Table of Contents and/or a glossary of abbreviations or acronyms will not be included in the page count of the technical Volume. However, be advised that any and all information contained within any Table of Contents and/or glossary of abbreviations or acronyms submitted with an Offeror s quote will not be evaluated by the Government. The titles and page limits requirements for each file are shown in the Table below:
Volume
Title and Contents
File Name
Page Limitations
Volume I
Technical
Tech.doc/pdf
Twenty (20) pages
Volume II
Past Performance
Past Perf.pdf
3 pages per contract
Volume III
Price
Price.xls
No Limit
Volume IV
Solicitation, Offer and Award Docs and Certs/Reps.
OSubmittalA.pdf
No Limit
The quote shall be broken down in the following sections:
(i) TECHNICAL VOLUME. Offerors shall, at a minimum, demonstrate a clear understanding of all features involved in meeting and supporting the requirements in the Performance Work Statement (PWS) in a format that follows the PWS tasks and/or deliverables. The Offeror shall describe the specific approaches to handling all the technical functional areas defined in the PWS. A summary of corporate expertise and knowledge of the prime contractor, all teammates (as applicable) and/or subcontractors (as applicable).B The Offeror shall provide a Staffing Plan.B The Offeror shall provide a detailed description of its approach to organizing personnel and resources in order to be ready to perform the PWS requirements by the specified start date. To be compliant, the Offeror must address the following items in its proposal:B The Offeror shall provide its staffing approach to execute all tasks within the PWS. The Offeror shall address process used to hire qualified personnel, and process/timeframe onboard staff.B The Offeror s proposal shall include a discussion of the qualification for employees it will utilize, demonstrating the requisite knowledge, skills and abilities to perform the requirements in the PWS. In addition to the meeting the requirements of the PWS, the Offeror shall provide demonstrated experience of the proposed key personnel as it pertains to governance, policy, budget reporting and implementation of these activities with the Department of Veterans Affairs, the U. S. Federal Government and/ or industry.B The Offeror s Management Approach to managing its team, lines of authority and communication, and problem resolution.B The Offeror shall also include its approach to risk management, including the processes for identifying, mitigating and monitoring risks, including Organizational Conflict of Interest (OCI) risks.B The management approach shall also address the process of tracking training and shall address non-compliance of policies and procedures within the PWS.
(ii) PAST PERFORMANCE VOLUME. The Past Performance will assess the aspects of cost, schedule, and performance experience as it relates to the tasks and/or deliverables of the PWS. Past Performance provided shall be for work performed within the last three (3) years by the Offeror as either a prime or subcontractor. Provide the following information on a maximum of three similar projects completed within the last three years for which the responder was a prime or subcontractor. Instances of past performance that are considered similar or relevant pertain to previous work with governance, policy, budget reporting and implementation of these activities with the Department of Veterans Affairs, the U. S. Federal Government and/ or industry:
1. The name, address, and dollar value of each project
2. The Prime Contract Type, Firm Fixed-Price, or Time and Material
3. The name, telephone and address of the owner of each project
4. A brief description of each project and why it is relevant to this requirement., including difficulties and successes
5. Your company s role and services provided for each project
(iii) PRICE VOLUME.
The Offeror shall provide a completed pricing schedule for each deliverable/task located in the PWS section B.9, AND the basis of estimate for each task/deliverable. The basis of estimate (BOE) is a depiction of the level of effort required to provide each deliverable. The BOE shall provide sufficient price detail to support the proposed firm-fixed prices and to permit the Government to determine that the proposed firm-fixed price, labor mix and level of effort is fair and reasonable. The BOE shall include the labor categories and rates that were used in arriving at a firm-fixed price for each deliverable or task. The contractor shall explain the estimating processes and methodologies used in estimating the quantities of labor hours required for successful performance. It is up to the offeror to determine which labor categories to offer, and in what quantities are needed to support the prices provided. The total price must match the amount provided in the Total Evaluated Price table.
A sample Basis of Estimate format which supports the firm fixed price quote is provided below.
DELIVERABLE/TASK
Description
Unit
Unit Price
Total Price
Deliverable 1.1
Labor CategoryB
B
HRS
B
B
Labor Category
B
HRSB
B
B
Subtotal for Deliverable 1.1
Deliverable 2.1
Labor
Category
HRS
Subtotal for Deliverable 2.1
Total Firm Fixed Price (All Deliverables)
B
In addition, FAR 52.217-8, Option to Extend Services applies to this solicitation. As such, evaluation of options under FAR 52.217-8 will also include using the prices offered for the last option period to determine the price for an additional 6-month option period in the event an extension is issued under FAR 52.217-8.
Evaluation of options will not obligate the Government to exercise the option(s).
(iv) VOLUME IV SOLICITATION, OFFER AND AWARD DOCUMENTS AND CERTIFICATIONS/REPRESENTATIONS.
Certifications and Representations - An authorized official of the firm shall sign all certifications requiring original signature. An Acrobat PDF file shall be created to capture the signatures for submission. This Volume shall contain the following:
Quote Summary/Cover Sheet including:
Date submitted;
Contractor s name
Contractor technical lead contact information;
Phone number
Email
All subcontractor(s) (as applicable) and the description of their planned subcontracting effort;
Reference to any unique terms or conditions, or any requests to deviate from standard PWS requirements and supporting rationale;
DUNS number
Acknowledgement of Amendments, if any.
Any proposed terms and conditions and/or assumptions upon which the quote is predicated. Offerors are hereby advised that any Offeror-imposed terms and conditions and/or assumptions which deviate from the Government s material terms and conditions established by the Solicitation, may render the Offeror s quote Unacceptable, and thus ineligible for award.
Certificate of Organizational Conflict of Interest: In accordance with Federal Acquisition Regulation (FAR) 9.5 and Veterans Affairs Acquisition Regulation (VAAR) 852.209-70, the Offeror shall provide a statement with its offer which describes, in a concise manner, all relevant facts concerning any past, present, or currently planned interest (financial, contractual, organizational, or otherwise) or actual or potential organizational conflicts of interest relating to the services to be provided under this solicitation.B The Offeror shall also provide statements with its offer containing the same information for any consultants and subcontractors identified in its quote and which will provide services under the solicitation.B The Offeror may also provide relevant facts that show how it s organizational and/or management system or other actions would avoid or mitigate any actual or potential organizational conflicts of interest.
Certification of Understanding: The Offeror shall provide a separate written document certifying that it understands the PWS requirements, that it identified no ambiguities, and that it agrees to comply with all requirements without deviation or exception. In the event of a conflict between the PWS and the Offeror s quote, the PWS shall take precedence unless the Government explicitly agrees with the deviation, exception, assumption, term, condition or clause in the resulting contract. Offerors are cautioned that deviations, exceptions, assumptions or new terms, conditions, or clauses may result in a determination of quote unacceptability, may preclude award to a contractor if award is made without discussions, or may otherwise affect an Offeror s competitive standing.
Subcontracting Limitations: In order to demonstrate compliance with VAAR 852.219-10 VA Notice of Total Service-Disabled Veteran-Owned Small Business Set-Aside, the Offeror shall provide a brief description and the approximate dollar values of the proposed subcontracts. The brief description shall include an outline of how the effort required by the solicitation will be assigned for performance within the Offeror s corporate entity and among the proposed subcontractors. The information provided for the proposed major subcontractor(s) must include the entire company name, company address, CAGE Code, DUNS Number and type of work to be performed.
Contract Teaming Arrangements/ Joint Ventures: All proposed Contract teaming arrangements (CTAs) and Joint Ventures (JV) shall submit one (1) copy of the fully executed agreement between the parties who have entered into the CTA/JV.
Service Contract Act Applicability: Offerors shall state if the Service Contract Act (SCA) is applicable to the labor categories necessary to perform the work encompassed in the Statement of Objectives. If the SCA applies, Offerors shall submit a wage determination by the Department of Labor. This wage determination can be obtained through http://www.wdol.gov/sca.aspx. If the SCA is not applicable, Offerors shall state that the SCA does not apply.
Solicitation Provisions: Completed copies of FAR 52.209-5, Certification Regarding Responsibility Matters (APR 2010) and FAR 52.209-7, Information Regarding Responsibility Matters (APR 2010).
PROVISIONS AND CLAUSES
The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html.
The following solicitation provisions apply to this acquisition:
FAR 52.212-1, Instructions to Offerors Commercial Items (OCT 2018)
FAR 52.212-3, Offerors Representations and Certifications Commercial Items (OCT 2018)
FAR 52.209-7, Information Regarding Responsibility Matters (OCT 2018)
FAR 52.233-2, Service of Protest (SEP 2006)
VAAR 852.233-70, Protest Content/Alternative Dispute Resolution (OCT 2018)
VAAR 852.233-71, Alternate Protest Procedure (OCT 2018)
VAAR 852.233-71, Alternate Protest Procedure (MAY 2010) Note (MAY 2010)
Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Items. If paragraph (j) of the provision is applicable, a written submission is required.
The following contract clauses apply to this acquisition:
FAR 52.212-4, Contract Terms and Conditions Commercial Items (OCT 2018)
The following clauses are included as addenda to FAR 52.212-4:
FAR 52.232-40 Providing Accelerated Payments to Small Businesses to Subcontractors (DEC 2013)
VAAR 852.203-70 Commercial Advertising (JAN 2008)
VAAR 852.219-10 VA Notice of Total Service Disabled Veteran Owned Small Business Set-Aside (DEC 2009)
VAAR 852.219-74 Limitations on Subcontracting Monitoring and Compliance (JUL 2018)
VAAR 852.232-72 Electronic Submission of Payment Requests (NOV 2012)
VAAR 852.237-70 Contractor Responsibilities
FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders (Jan 2019)
The following subparagraphs of FAR 52.212-5 are applicable:
FAR 52.204-10 Reporting Executive Compensation & First-Tier Subcontract Awards (OCT 2016)
FAR 52.209-6 Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (OCT 2015)
FAR 52.217-8 Option to Extend Services (NOV 1999)
FAR 52.217-9 Option to Extend the Term of the Contract (MAR 2000)
FAR 52.219-28 Post Award Small Business Program Representation (JUL 2013)
FAR 52.222-26 Equal Opportunity (SEP 2016)
FAR 52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)
FAR 52.222-50 Combating Trafficking in Persons (MAR 2015)
FAR 52.223-18 Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011)
FAR 52.225-13 Restriction on Certain Foreign Purchases (JUN 2008)
FAR 52.227-14 Rights in Data General (MAY 2014)
FAR 52.232-33 Payment by Electronic Funds Transfer Systems for Award Management (JUL 2013)
FAR 52.222-41 Service Contract Labor Standards (MAY 2014)
FAR 52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)
FAR 52.222-55 Minimum Wages Under Executive Order 13658 (DEC 2015)
FAR 52.222-62 Paid Sick Leave Under Executive Order 13706 (JAN 2017)
Robert Blasko
Robert.Blasko@va.gov
Robert.Blasko@va.gov
